Medical Project Assistant

Zealand Pharma • Cambridge, MA

6d

About The Position

This is a part-time role (20-25 hours/week) providing dedicated administrative and logistical support to senior leaders across US and Global Medical Affairs. The role is crucial for organizing and ensuring the efficiency of the leadership team by managing complex calendars across multiple time zones, handling expense reporting, coordinating team meetings, and preparing professional PowerPoint presentations. It's an excellent opportunity for a highly organized, self-driven individual who thrives on supporting a busy, high-performing team.

Requirements

• BSc/BA in any field
• At least 3-5 years of experience in an administrative or executive assistant role, ideally supporting multiple senior leaders.
• Experience with expense management systems; Coupa experience is advantageous but not required.
• Proficiency in PowerPoint, with the ability to turn rough notes into clean, professional slides.
• Strong calendar management and scheduling skills across multiple time zones.
• Excellent written and verbal communication skills; comfortable liaising with senior leadership.
• Highly organized, proactive, and comfortable managing competing priorities for multiple stakeholders with minimal supervision.
• Strong judgment, discretion with sensitive information, and clear communication are essential.
• Flexibility to adapt quickly as priorities shift.

Nice To Haves

• Coupa experience is advantageous but not required.

Responsibilities

• Manage complex, frequently changing calendars for multiple senior leaders in the US and Europe, coordinating meetings and travel logistics across time zones.
• Prepare and submit expense reports in Coupa, ensuring receipts are accurately captured and reports are submitted in a timely, compliant manner.
• Plan and coordinate logistics for internal team and department meetings, including scheduling, agendas, materials distribution, and bookings for lodging, flights, or dinner reservations as requested.
• Build PowerPoint presentations from leadership's rough notes, outlines, and verbal direction, ensuring a polished and professional final product.
• Serve as a point of coordination between multiple leaders' schedules and priorities, proactively flagging conflicts and time-sensitive items.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level